A3 Reports

Aims & Objectives Target Audience : Anyone who has to write a report or proposal Purpose of Module : To confirm understanding and benefits of A3 report writing to how to create one. Aims & Objectives : To confirm understanding of how to clarify thinking in a concise way To define a standard format for reports To guide in the various steps in the creation of a report To demonstrate the ability to create an A3

Course Agenda Define a standard format for reports Guide in the various steps in the creation of a report To demonstrate the ability to create an A3

What is an A3 Report A process used to document and report solutions to problems established within any area of the organisation. This differs from other types of report in the way that all information is disclosed on an A3 sheet. Data being: Aim Objectives Methodology Result Post result analysis Learning points

Why A3 Report A3 Reports offer a simple and structured approach to reporting solutions to problems. A3 Reports are particularly effective in demonstrating to third parties the development stages of a fault, in reaching a solution. A3 Reports reveal the actions taken, or to be taken, in eradicating faults. A3 Reports reflect the benefits of implementing a particular methods to a problem, with the provision of justification. Essentially, A3 Reports leads to the identification & elimination of waste, in order to control processes.

80 / 20 Rule When writing the report remember the 80/20 rule! What when where why who how Summary Detail 5 w’s 1 h Proposal 20% 80%

Make it Easy to Read! Summary Detail 5 w’s 1 h Proposal Summary If it’s difficult to read I’m not going to read it and you will not get what you want!

Show the Status if Report on Progress Summary Detail 5 w’s 1 h Proposal x -on plan -away from plan with recovery action in place -away from plan, no recovery in place status

A3 Reports - Example

Determine your goal. What’s the purpose? Decide type of A-3 Decide and construct your story Must satisfy your reader’s needs Provide information to Support your story Analyze your information Charts, graphs Visualise you’re A-3 *Does it tell a story? *Is it brief, concise? Did we reach a conclusion? What’s the recommendation? Did we satisfy our goal? How?

A3 Reports - Benefits Helps define a standard for all to use. Provides a clear and concise method of reporting information. Method of operation is visible and accessible to all. Can promote communication, and team working. Leads to reduction of waste. A continuous improvement activity. Creates efficient working environment.

THEME INTRODUCTION PROPOSAL PLAN UNRESOLVED ISSUES PROPOSAL, Cont’d TO: DATE: FROM: PROPOSAL STORY (replace this heading with your title) _____________________________________________________________________ __________ WHAT WHO WHEN A3 Reports - Example

PROBLEM SOLVING REPORT STORY (replace this heading with your title) THEME PROBLEM SITUATION CAUSE ANALYSIS IMPLEMENTATION COUNTERMEASURES TO: DATE: FROM: TARGET/ GOAL FOLLOW-UP ______________________________________________________________________ _________ WHAT WHO WHEN A3 Reports - Example

STATUS REPORT STORY (replace this heading with your title) THEME BACKGROUND IMPLEMENTATION UNRESOLVED PROBLEMS/ FUTURE ACTIONS TOTAL EFFECT TO: DATE: FROM: OBJECTIVES

PLANT LEARNINGS PURPOSE OF VISIT INTRODUCTION Name: Plant: TO: DATE: FROM: PLANT LEARNINGS (Cont’d) 11 IMPLEMENTATION PLAN WHAT WHO WHEN A3 Reports - Example

Anytime you wish to clearly tell a story, especially when You wish to simplify or clarify a complicated issue 12 A3 Reports - When to Use Them

A3 reports - Why? BECAUSE AN A-3 REPORT encourages…. Logical Thinking – What/How to accomplish Decision-Making – All facts on one page Provides Standardised Method of Communication – is easy for to recognize and read Forces Addressing of All Issues – any steps/facts left out? Focuses Problem–Solving Activities – 5 Whys Eliminates Waste – New methods help you think about waste and how it can be eliminated Forces You to Ask: Why do this? Does it make sense? Will it improve the current process? Will it solve a problem?

PEOPLE REDUCTION IN VARIATION QUICK SET- UP LEAD TIME REDUCTION ERROR PROOFING VISUAL CONTROLS SMALL LOT STRATEGY -Standardised Format -Promotes quicker decision making -Concise, clear communication -Easier to spot defects -Improves decision making -Reduces multi-page reports to one -Standardised Format -A standardised approach to business communication used to develop people Eliminates waste Lowers costs Improves profits A3 Reports - Why A3 Reports - Why?

A3 Reports - Summary Plan time to grasp the ENTIRE situation Decide what kind of story you need to tell Relate the story to top company values, philosophies Make your story flow in a logical sequence Save words – use graphs and visuals Make every word count

Example

Case Study

A standardised method for a production work group to analyse and significantly reduce set-up time. Change over time is the time between the last good part of one production run to the first good part of the Next Production run. An important influence on the QCO activities has the required process capacity to satisfy the customer demand in planned production time (Customer Takt ) Quick Changeover (QCO) Purpose Bring a batch production process as close as possible to a flow production process! Increase the flexibility of the process! Properties QCO integrates the c/o into the production responsibility Service Departments are involved by supporting the production in reaching their production targets. Overriding Metrics is the Production Performance. Hints for implementation QCO activities focus firstly on bottlenecks (determined by e.g. VSM on a large scale and by the c/o matrix on a smale scale) All shifts have to be involved into the activities. QCO has a significant impact on the traditional roles and responsibilities of production and service. Issues have to be solved before starting the module. Relation to other – elements: * Standardised Work SPC 5S – Visual Management Logistics TPM VSD Performance Measurables Explanation/ How to proceed What is QCO? 1 2 Objectives Traditionally  Big lot sizes, avoid c/o  C/o not done by operator but by maintenance people  No c/o planning  High inventory/long lead times Future  Small lot sizes, frequent c/o  C/o done by operator  Standards for all c/o processes  Produce product on demand  Lower manufacturing costs Quick Change Over Method 4 3 Opportunities for improvement 1.Select a production team and train the people in the new methods and their roles and resposibilities. 2.Select the target area 3.Document the current c/o Method ( Video, Spaghetti – Chart, Step Chart, Standardised Work Sheet ) 4.Develop the Future State. 5.Implement the Suggestions ( Activity Plan, Standardise the new situation, train the people ) 6.Monitor the success 7.Identify long term equipment modifications Implementation Steps parts Ac/o100 parts Ac/o100 parts B Qc/o 50 parts A Qc/o 50 parts B Qc/o 50 parts A Qc/o 50 parts B Leadtime / lot / part No. QCO activities Result  Same volume produced  Leadtime/product cut in half. Products can be pulled by next process much earlier Purpose: Display the actual situation in a standar- dised way to to get a common understanding of the problems or potential improvements. Select the target area Display the activities Standardise the steps and the work content Draw current state 6 c/o Matrix: 1.To decide the target (i.e. Look at the red (difficult) c/o first) 2.Useful aid for production control in deciding the production sequence for different products Design future c/o process : Draw future state 7 CHANGE OVER TIME RU N A RU N B RU N A 50% Reduction Additional 25% Reduction Additional 15% Reduction RU N B All Changeover Elements Internal EXT. 3 Shift Internal Activities to External 4 Locate Parallel Activities 5 Streamline Internal/External Activities 2 Separate Internal / External Activities 1 Document Current C/O Elements 6 Implement the Plan 7 Validate Procedure/Verify Results 8 Document New Procedure on a SWS Bring a batch production process as close possible to a flow production process 3 Shift Internal Activities to External 4 Locate Parallel Activities 5 Streamline Internal/External Activities 2 Separate Internal and External Activities 1 Document Current Changeover Elements 6 Implement the Plan 7 Validate Procedure/Verify Results 8 Standardise & Document 10% Equipment 5% Tooling 5% Product Design 80% Workplace Organization & Management c/o process steps recorded C/o Time Current State Record new c/o times to visualise and sustain improvements Test Date  During the planning phase for new equipment provide for quick and simple c/o.  Use o-point systems (Nullpunkt-Systeme)  Use common fixtures  Avoid threads in favor of quick release mechanisms Considerations for future equipment planning 8 Draw current state Show the waste (walking, transport, tooling storage etc.) Draw future state Waste removed (less walking, transport, tooling prepared in advance etc.) Standard Work Sheet (SWS) Create a SWS for the current state to show workplace and and c/o process. Case Study